Document and invoice intake
Extracts structured fields from receipts, invoices and supporting documents, checks completeness and duplicates, and preserves the source evidence.
AI for Business Operations
Back office work, engineered into
the systems you already run
Someone in your business is retyping invoices today. We connect intake, triage and reporting into your existing finance stack, and a named person still authorises anything that matters.
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What we usually find, and what we build instead
Four things we find in almost every back office that has never been engineered.
Without SpotDev
What we usually find
With SpotDev
What we build instead
Invoices retyped by hand
A supplier emails a PDF. Someone opens it, reads it, and types the fields into your accounting system.
Extracted, checked, queued
Read on arrival, checked for completeness and duplicates, and queued for a person to approve.
The shared inbox nobody owns
Four hundred unread, three people half-watching it, and the urgent one sitting on page two.
Classified, routed and aged
Sorted by sender, subject and urgency, routed to an owner, and visible when it goes unanswered.
Chasing depends on who has a quiet afternoon
So the biggest debtor gets chased last, because chasing them is the most awkward conversation.
Queued by age, drafted, sent by a person
Prepared from approved wording with disputes flagged. Tone and escalation stay with your finance team.
The management pack takes three days
Most of it spent finding numbers rather than thinking about them.
Assembled, with gaps flagged
Inputs gathered and every figure traceable to its source, including the ones that are missing.
Without SpotDev
Invoices retyped by hand
A supplier emails a PDF. Someone opens it, reads it, and types the fields into your accounting system.
With SpotDev
Extracted, checked, queued
Read on arrival, checked for completeness and duplicates, and queued for a person to approve.
Without SpotDev
The shared inbox nobody owns
Four hundred unread, three people half-watching it, and the urgent one sitting on page two.
With SpotDev
Classified, routed and aged
Sorted by sender, subject and urgency, routed to an owner, and visible when it goes unanswered.
Without SpotDev
Chasing depends on who has a quiet afternoon
So the biggest debtor gets chased last, because chasing them is the most awkward conversation.
With SpotDev
Queued by age, drafted, sent by a person
Prepared from approved wording with disputes flagged. Tone and escalation stay with your finance team.
Without SpotDev
The management pack takes three days
Most of it spent finding numbers rather than thinking about them.
With SpotDev
Assembled, with gaps flagged
Inputs gathered and every figure traceable to its source, including the ones that are missing.
Swipe to explore
What an operations wave activates
A wave activates two of the five agent capabilities, chosen against your own value case. Enablement is part of every wave, not an alternative to one.
Shared-inbox triage
Classifies incoming mail, identifies what is needed, drafts an acknowledgement and routes the work to a named owner.
Internal request handling
Takes routine internal requests, gathers what is required, creates and tracks the task, and chases the missing response.
Receivables preparation
Monitors invoice and payment status, queues by age, detects disputes and drafts chasers from wording your team approved.
Management information
Assembles approved operating and financial inputs, flags stale or conflicting evidence, and links every conclusion to its basis.
Enablement for the people who approve
Finance and admin staff trained on what the system flags, what it cannot see, and when to send something back.
The systems we connect to
Scroll for all four
1
Accounting
Xero, QuickBooks, Sage 50, Sage 200, Sage X3, Sage Intacct, Exact Online, FreeAgent, iplicit and Access Financials.
2
ERP
Microsoft Business Central, NetSuite, SAP Business One and Odoo, among others in our integration library.
3
Your CRM
So an invoice query, a customer record and an open deal are the same conversation rather than three.
4
Anything else
We have built more than 300 integrations. If the data lives somewhere awkward, that is the normal case, not the exception.
Where the human line sits
This is a finance workflow, so the boundary matters more here than anywhere else in the programme. It is written down before anything runs.
Extracts and flags
Reads the document, checks it, and puts it in front of a person. It does not post anything.
Never determines tax
Nominal and tax coding is a restricted action. A qualified person decides it, every time.
Never pays or writes off
No payment, no ledger entry, no write-off, no payment arrangement. Not with approval. Not at all.
Never escalates a chaser
Tone, frequency and legal referral are set and changed by your finance team. A chaser that reads as a threat costs you a customer.
Points at data, not conclusions
It gets you to the underlying numbers faster. It does not tell you what they mean.
Everything is logged
Every extraction, flag, approval and rejection recorded against the source document.
300+HubSpot implementations, firm-wide
Implementation expertise that drives adoption
An in-house engineering team that has delivered more than 300 technology projects. Work with engineers who have built this before.
In-house engineering team.
Agents and integrations designed, tested and shipped by our own engineers. Nothing is subcontracted.
OpenAI Select Partner
SpotDev is enrolled in the OpenAI Partner Network at Select tier, alongside HubSpot Diamond status and Custom Integration and Onboarding accreditations.
Model chosen for the job.
Honest evaluation of the right model for the work. We hold OpenAI Select Partner status and deep expertise in Anthropic's Claude, and we will say when the answer is the AI you already pay for.
AI with security in mind
Not trained on by default
Cyber Essentials Plus
Built on your infrastructure
In-house engineers
Common questions
We will not quote you a percentage we have not measured on your documents. Accuracy is established against a sample of your own invoices during the first month, and the approval gate exists because it will never be perfect.
A person catches it, because a person approves it. Corrections feed back into the evaluation set, and repeated failures on a document type are treated as a defect to fix rather than noise to absorb.
Probably. Xero, QuickBooks, the Sage range, Business Central, NetSuite and others are already in our integration library. What each supports depends on your edition, which we check rather than assume.
It removes the retyping, not the judgement. Somebody still approves, still handles the exceptions and still owns the relationship with the supplier. That is your decision to make, not ours.
No. We give no financial, tax, legal or accounting advice, and whether chasing a particular debt is regulated depends on who the debtor is. We build the controls. Your advisers rule on your obligations.
From £10,000 per month as part of AI Accelerator, committed a quarter at a time. Model and platform usage is billed separately. Enterprise programmes are priced on complexity.
Start with a diagnostic.
A short, fixed-scope assessment of which administrative workflows are worth automating, which are not, and where the approval line has to sit. No obligation.
Related: AI Accelerator · Integration library · AI implementation
SpotDev is an OpenAI Select Partner and a HubSpot Diamond Solutions Partner. SpotDev is a separate company from OpenAI, and partner status does not constitute endorsement of SpotDev by OpenAI. OpenAI and ChatGPT are trademarks of OpenAI. HubSpot is a trademark of HubSpot, Inc. Claude is a trademark of Anthropic, PBC.